Document Retention Policy

Updated: May 4, 2024

Retention Periods

Board of Director minutes and related decision-making or organizational documents shall be retained for at least three years. IGI will make an effort to retain documents for longer than three years, but IGI should aim to allot its resources to most advance its mission to protect children (as compared to the costs of perfect data retention).

Categories of Documents

If or when necessary, documents may be categorized based on their importance, legal significance, operational necessity, initiative, individual, project, educational piece, or any combination thereof. Categories may include but are not limited to financial records, legal documents, administrative records, programmatic documents, media records etc.

Storage and Accessibility

Documents shall be stored in a secure and accessible manner, either physically or electronically, to ensure their integrity, confidentiality, and availability when needed for legal, regulatory, or operational purposes.

Destruction Procedures

At the end of their retention periods or when no longer needed for legal, regulatory, or operational purposes, documents may be securely destroyed using methods that ensure their destruction, such as shredding or electronic deletion.

IGI content that does not have significant literary, artistic, educational, or influential purposes, but takes up a disproportionate amount of electronic data storage (e.g., any video file, or many high-definition pictures) may be deleted prior to the three-year retention period if: (i) the data is not deleted for any untoward purpose; and (ii) it is a capable and informed individual’s decision to delete the electronic data to free up that space to be used for other data that will advance IGI’s mission.

Legal and Regulatory Compliance

IGI shall comply with all applicable laws and regulations related to document retention and destruction, including but not limited to state and federal recordkeeping requirements.

Document Management Responsibility

The Board of Directors, in coordination with relevant departments or personnel, will communicate and oversee this Policy, including requiring all affected individuals to retain their documents for at least the three-year retention period.

Acknowledgment

All directors, officers, key employees, and important independent contractors of IGI should be made aware of this Policy, and be promptly sent a copy of this Policy upon request. Failure to comply with this policy may result in disciplinary action, up to and including removal from office, termination of employment, and/or legal action as appropriate.